Protocol ~ Dos and Don'ts
The Proper Care of Members and Guests ~
All organizations function under certain rules or customs in order to accomplish their goals. Protocol should be a very important part of those rules. Protocol is simply good manners, treating those attending a meeting or event as you would treat them in your home. It should be an expression of these good manners in an atmosphere of friendliness and politeness, giving the proper recognition and mutual respect to the offices and the guests.
Correct observance of protocol will add to the success and pleasure of any event and to the enjoyment of your guests. Protocol can be practiced formally and informally, but should always be practiced with ease, therefore making your guest feel relaxed and welcome. Protocol and customs
of an organization vary from one group to another, therefore the rules of protocol of your organization may supersede commonly used procedures and principles.
Introductions ~
► It is the responsibility of the presiding officer to present members and guests seated at the head table. She should always have a copy of the seating chart with names and titles from the protocol chairman.
► When a state or international president is introduced, the audience should stand for the applause in recognition of the office. The presiding officer may initiate this by turning to the honoree, gesturing slightly to the audience to rise and leading the applause. Remember, state and international presidents are always introduced by the presiding officer, never the program chairman or someone else.
► Introduce the highest ranking guest first, however if each guest is to say a few words, introductions should begin with the lowest ranking and go up the line. Then the last comments come from the highest ranking guest or officer.
Introduction of Speakers ~
► Introduction of a program speaker should be limited so as not to exhaust the topic to be covered. Its purpose is to establish the integrity of the speaker on the subject. And, should never be so flowery as to embarrass the speaker or the audience.
► Present to the audience any person they already know. Introduce those they do not know.
► If a speaker is late, wait only fifteen minutes before proceeding to the next order of business.
► If a speaker is exceeding her allotted time, slip her a note that indicates how much longer she may speak. One or two minutes is a good rule to follow.
► When thanking a speaker never recap the speech. A simple "thank you" or "thank you for a very enlightening speech" is appropriate
Invitations ~
► Verbal invitations should always be confirmed on official letterhead stationery. Informal note paper or pre-written invitation cards may be used for special activities such as President's Day or Anniversaries.
► Written invitations should request a response by a certain date. If no response is received by the date requested there should be a follow up by another letter or telephone call. Never assume that no response means the acceptance of the invitation.
► Carefully check the spelling of the full name, title and correct address of the person to receive the invitation and send as early as possible.
Include:
Follow Up ~
If you are the guest - don't forget the "THANK YOU" write as soon as possible after the event.
All organizations function under certain rules or customs in order to accomplish their goals. Protocol should be a very important part of those rules. Protocol is simply good manners, treating those attending a meeting or event as you would treat them in your home. It should be an expression of these good manners in an atmosphere of friendliness and politeness, giving the proper recognition and mutual respect to the offices and the guests.
Correct observance of protocol will add to the success and pleasure of any event and to the enjoyment of your guests. Protocol can be practiced formally and informally, but should always be practiced with ease, therefore making your guest feel relaxed and welcome. Protocol and customs
of an organization vary from one group to another, therefore the rules of protocol of your organization may supersede commonly used procedures and principles.
Introductions ~
► It is the responsibility of the presiding officer to present members and guests seated at the head table. She should always have a copy of the seating chart with names and titles from the protocol chairman.
► When a state or international president is introduced, the audience should stand for the applause in recognition of the office. The presiding officer may initiate this by turning to the honoree, gesturing slightly to the audience to rise and leading the applause. Remember, state and international presidents are always introduced by the presiding officer, never the program chairman or someone else.
► Introduce the highest ranking guest first, however if each guest is to say a few words, introductions should begin with the lowest ranking and go up the line. Then the last comments come from the highest ranking guest or officer.
Introduction of Speakers ~
► Introduction of a program speaker should be limited so as not to exhaust the topic to be covered. Its purpose is to establish the integrity of the speaker on the subject. And, should never be so flowery as to embarrass the speaker or the audience.
► Present to the audience any person they already know. Introduce those they do not know.
► If a speaker is late, wait only fifteen minutes before proceeding to the next order of business.
► If a speaker is exceeding her allotted time, slip her a note that indicates how much longer she may speak. One or two minutes is a good rule to follow.
► When thanking a speaker never recap the speech. A simple "thank you" or "thank you for a very enlightening speech" is appropriate
Invitations ~
► Verbal invitations should always be confirmed on official letterhead stationery. Informal note paper or pre-written invitation cards may be used for special activities such as President's Day or Anniversaries.
► Written invitations should request a response by a certain date. If no response is received by the date requested there should be a follow up by another letter or telephone call. Never assume that no response means the acceptance of the invitation.
► Carefully check the spelling of the full name, title and correct address of the person to receive the invitation and send as early as possible.
Include:
- Full details of the event: date, time, kind of meeting (Luncheon/Business), hostess name, number of attendees, directions, parking, etc.
- Appropriate dress - formal or business attire.
- Suggestion that guest may bring travel companion.
- What you are inviting the guest to do?
- If a speech is to be given indicate the time allotted and the topic to be covered
- Honorarium or fee agreed to
Follow Up ~
If you are the guest - don't forget the "THANK YOU" write as soon as possible after the event.
